Manager, Operations & Executive Administration

The STEM Alliance is a rapidly growing Westchester County nonprofit that is building a network of STEM learning opportunities for adults and children. Our goal is to empower our clients with STEM skills that not only lead to higher paying jobs but also solve today’s most critical challenges. 

We are seeking an Operations & Executive Administrator to join our Operations Team. This manager-level role is instrumental in providing high-level administrative support to the Chief Visionary Officer, Chief Operations Officer, and Operations Manager. This is a unique opportunity to work closely with top leadership to drive strategic initiatives and ensure operational excellence.  The ideal candidate will play a key role in ensuring seamless operations, contributing to the organization’s strategic initiatives, and supporting leadership in achieving our mission-driven goals.

What you'll be doing

Executive Administration

• Provide high-level administrative support to the CVO, COO and Operations Manager, ensuring seamless daily operations
• Manage complex calendars, coordinate meetings, and handle scheduling logistics across multiple stakeholders
• Prepare and edit correspondence, presentations, reports, and other materials for executive leadership
• Act as a liaison between leadership and internal/external stakeholders, ensuring timely communication and follow-up
• Maintain confidentiality and discretion in handling sensitive information and materials
• Assist with board and committee meeting preparation, including agenda creation, meeting logistics, and follow-up actions
• Serve as a Project Manager on discrete strategic projects to ensure all parties are meeting deliverables according to project timelines

Communication & Relationship Management

• Serve as a key point of contact for internal and external stakeholders, ensuring prompt and professional responses
• Draft and review official communications on behalf of leadership
• Maintain positive relationships with partners, donors, and community stakeholders

Operations Administration

• Work alongside the Chief Operating Officer and Operations Manager in the development and implementation of operational policies and procedures
• Manage the recruitment process, including workflow, job postings, scheduling interviews, and coordinating onboarding logistics
• Maintain employee records, ensuring compliance with organizational policies and legal requirements
• Manage the onboarding and offboarding of staff, including workflow, documentation, training schedules, and benefits coordination
• Support staff development efforts by tracking training, certifications, and professional development opportunities
• Manage annual employee performance review process
• Maintain the employee handbook and HR policies to reflect best practices
• Manage benefits administration including health, vision, dental insurance, retirement plans, Paid Family Leave, etc
• Oversight of collaboration tools (Google workspace, Asana)

What You Bring

• Organizational Excellence: Exceptional time management skills with the ability to prioritize tasks, manage multiple responsibilities, and maintain attention to detail
• Communication Proficiency: Excellent verbal and written communication skills, with the ability to engage effectively with leadership, staff, and external stakeholders in a professional and courteous manner
• Technical Aptitude: Strong spreadsheet skills. Proficiency in Google Workspace and the ability to quickly learn new software systems. Familiarity with financial tools (e.g. Quickbooks Online), HR Platforms (Paylocity), and data management systems is a plus
• Problem-Solving & Initiative: A proactive, self-motivated approach with the ability to troubleshoot challenges, identify process improvements, and take initiative in a dynamic environment
• Collaboration & Adaptability: Ability to work independently and as part of a team, adapting to evolving priorities while maintaining professionalism and discretion
• Operational Acumen: Experience managing basic business operations, vendor contracts, invoices, and other documentation
• Mission & Values Driven: A demonstrated commitment to fostering an inclusive and welcoming environment, fully aligned with The STEM Alliance’s mission and values

Preferred Education and Experience:

• Bachelor’s degree in Business Administration, Nonprofit Management, Human Resources, or a related field. Equivalent work experience may be considered in lieu of a degree
• 5-7+ years of experience in operations, administration, or nonprofit management, with at least 3 years in a leadership or managerial role
• Strong background in project management, process improvement, and systems optimization to support a growing nonprofit
• Experience managing budgets, vendor contracts, and organizational compliance, preferably within a nonprofit setting
• Prior experience working closely with senior leadership to drive strategic initiatives, manage organizational growth, and enhance operational efficiency

What We Offer

• Comprehensive Health Insurance – Subsidized health insurance plans, with a monthly employer contribution
• Dental & Vision Insurance – Affordable plan options available to support your overall well-being
• Paid Time Off (PTO) & Sick Leave – Generous PTO, in addition to New York State-mandated sick leave, with increasing vacation time based on role and length of service
• Paid Holidays – Enjoy time off for federal holidays plus an extra paid break between Christmas and New Years
• Retirement Savings Plan – Access to a 403b retirement plan through Vestwell & Morgan Stanley, allowing you to save for the future tax-free
• Flexible Work Options – Support for flexible scheduling to assist with work-life balance
• Professional Development – Opportunities to grow your skills through training, mentorship, and participation in committees such as HR, DEI, and Community Building
• And more!